Employee Additional Payment Or Deduction
This is where anything paid or deducted once goes: a bonus, an incentive, a fine, a recovery of a cash advance. You name the period it applies to and list the employees and amounts, and the payroll run for that period picks it up on top of their standing salary.
What it is for
Recurring Payments and Deductions is the salary a man gets every month. This screen is everything that happens once.
The difference matters because the recurring record has no way to pay something once. Its interval fields are not read by the payroll run, so a bonus line put on the recurring record is paid every month until somebody notices. A bonus belongs here, against the period it is actually paid in.
One document can carry many employees, so an incentive paid to a whole shift is one document with twenty lines, not twenty documents. One document carries one period, set by Payroll Period From and Payroll Period To.
A good deal of what lands on this screen is not typed by anybody. Several other screens write their own document here:
- Employee Overtime prices the overtime hours and writes a document for them.
- Process Overtime does the same in bulk, through Employee Overtime.
- Employee Payroll Loan writes a document carrying the loan installments it is clearing this period.
- The attendance allowance reaches pay the same way. Time Management raises an additional payment document for the period from the attendance it has recorded. It is not typed into Payroll.
So when you open a period and find documents you did not create, that is why. Leave them alone, and raise your own document for your own figures.
Paying a man out of a contribution fund
One kind of line on this screen is checked against something outside it. A disbursement out of a provident fund is paid here, on the scheme's Withdrawal Wage Type, and when you save, the screen adds up every such line on the document and compares it against what the fund actually holds for that man and what the Contribution Scheme policy lets him take.
Type more than that and the save is refused, one line of message per man, naming the amount, the wage type and the reason: either the scheme requires more years of service than he has, or the fund holds a certain amount of which only part may be taken, with the cap and the unvested employer share spelled out. A man who has had nothing contributed for him at all cannot be paid anything, because his limit is zero.
The check is deliberately on this screen rather than in the payroll run. Nothing else in the product knows what a fund holds, so without it a man could be paid any amount out of a fund holding nothing and the ledger would simply show a negative balance afterwards. The figures used are the same ones the Provident Fund Ledger list displays, so read the ledger first and you will not hit the message.
Every field, in plain words
Basic Data
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The document number | PYEP-000142 | Required. It numbers itself |
Period
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Payroll Period From | The first day of the period this applies to | 01 Dec 2025 | Required. Use the first day of the payroll period, not today's date |
| Payroll Period To | The last day of that period | 31 Dec 2025 | Required. It cannot be earlier than Payroll Period From |
The payroll run picks up a document whose period overlaps the period being run. So a document dated across the whole of December is picked up by the December run and by nothing else.
The lines
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line # | The line number | Fills itself | Leave it |
| Employee | Who this line is for | Rashid Mehmood | Pick him from the list. One employee can appear on more than one line if he has more than one item |
| Name | The employee in words | Rashid Mehmood | Fills itself. Leave it |
| Wage Type | Which wage this is | BONUS | Required. Pick it from the Wage Type list |
| Name | The wage type in words | Performance Bonus | Fills itself from the wage type. Leave it |
| Wage Type Unit | The unit the wage is quoted in | M | Fills itself from the wage type. M Month, Y Yearly, H Hour, Q Quantity |
| Wage Type Direction | Whether this line adds to pay or comes off it | D | Fills itself from the wage type. D Debit adds to pay. C Credit is the only one that reduces the net amount. The third value, shown as a star with no label, is an employer cost that prints on the payslip and is not deducted. See the value lists |
| Quantity | How many units | 1 | Use 1 for a flat amount and put the whole amount in Rate |
| Rate | The amount for one unit | 25,000.00 | |
| Currency | The currency of the rate | PKR | Pick it from the Currency list |
| Transaction Amount | What this line is worth | 25,000.00 | Rate times Quantity. Leave it |
Whether the line is taxed is not a choice on this screen. It comes from the wage type: a wage type marked taxable and adding to pay is part of the taxable income the payroll run computes tax on.
How to configure it
- Make sure the wage type exists and is not blocked. The payroll run ignores lines whose wage type is blocked, silently, so a blocked wage type is a payment that never appears.
- Open the screen. The document numbers itself.
- Set Payroll Period From and Payroll Period To to the payroll period this belongs to. The December bonus goes on 01 December to 31 December, whatever today's date is.
- Add one line per employee and item. Pick the employee, pick the wage type, leave Quantity at 1, and type the amount in Rate.
- Save.
- Run or re-run the Payroll for that period. The lines appear on each man's salary computation tagged as a periodic item, separately from his recurring wages.
Scenarios
A bonus is paid once, in December only
One document, period 01 to 31 December, one line per employee, wage type Performance Bonus, quantity 1, rate the bonus amount. The December payroll pays it. The January payroll does not, because the document's period does not reach January. This is the right place for it, and the recurring record is the wrong place.
We are recovering a cash advance over three months
Three documents, one per period, each with a line for a third of the advance on a Credit wage type. Or, better, raise it as an Employee Loan data record with three installments and let Employee Payroll Loan write the documents for you. The loan route keeps a balance you can read, this route does not.
A fine was deducted and the man appealed and won
Delete the document, or the line, before the payroll for that period is run. Once he has been picked up by a payroll the document cannot be deleted. In that case raise a fresh document in the next period with the same amount on a Debit wage type, which pays it back.
A man wants an advance out of his provident fund
Read the Provident Fund Ledger for him and look at the withdrawable column, which is the balance after the service, vesting and cap rules on the scheme. Raise a document for the period the money is to be paid in, one line for him on the scheme's Withdrawal Wage Type, for that amount or less. The payroll run then pays it like any other additional payment, and the ledger shows it as disbursed and takes it off the balance.
A man leaves on the fifteenth and had a bonus due
Raise nothing here. A man whose resignation date falls in the period is not picked up by the payroll run at all, so a document for him in that period is paid to nobody. Put the bonus on his Final Settlement as a component line instead.
What it is connected to
- Needs Wage Type and the employees' Recurring Payments and Deductions records, since the payroll run only prices a man who has one.
- Payroll reads every document whose period overlaps the period being run.
- Employee Overtime, Process Overtime and Employee Payroll Loan write their own documents here.
- Time Management raises the attendance allowance as a document here, whole or at a slab percentage. See Payroll Attendance.
- A fund disbursement is paid here on the Withdrawal Wage Type from Contribution Scheme, and that scheme's policy is what limits the amount.
- A document cannot be deleted once an employee named on it has been picked up by a payroll.
If something looks wrong
- "It will not save, it complains about the period" - Payroll Period To is earlier than Payroll Period From.
- "The bonus did not appear on the payslip" - the document's period does not overlap the period that was run, or the wage type is blocked.
- "It will not let me delete the document" - an employee on it has already been picked up by a payroll. Reverse it with an opposite line in the next period.
- "There are documents here nobody raised" - overtime, loan installments and the attendance allowance all write their own documents. Check the wage type on the lines to see which.
- "It will not save and says the amount exceeds what may be disbursed" - the line is on a contribution scheme's Withdrawal Wage Type and the fund does not hold that much for the man, or the policy does not release it. The message names the rule. The Provident Fund Ledger shows the same figures before you type.